AGENDA
JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR
AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY Tuesday February 22, 2022
7:30 PM REGULAR MEETING
Pursuant to AB 361 (2021), Teleconference Restrictions of the Brown Act Have Been Suspended, as Well as the Requirement to Provide a Physical Location for Members of the Public to Participate in the Meeting.
Cotati City Council and Planning Commission Meetings will be conducted virtually through Zoom Online video conferencing, and will still be available to watch or listen live in the following ways:
1. Using the following online livestream meeting portal link: http://cotaticityca.iqm2.com/citizens/default.aspx;
2. Cable T.V. Broadcast, local channel 28
Members of the public can participate in the meeting online by selecting “Join a Meeting” at Zoom.us. The credentials for joining the meeting are provided below:
Webinar ID: 864 5997 5552
Passcode: 345126
If you do not have the ability to join online, but would like to participate in the meeting, you can call into the meeting using your telephone, by dialing one of the following numbers and entering the meeting credentials:
1 669 900 6833 or +1 346 248 7799 or +1 253 215 8782 or +1 301 715 8592 or +1 312 626 6799 or +1 929 436 2866
Attendees may join the meeting any time after 7:15 pm. Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Mayor or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted.
Once you begin your public comment, your three minutes will begin.
If you would prefer to submit public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the City Council or Planning Commission in writing and included as a part of the record of the meeting.
If you have a disability which requires an accommodation or an alternative format to assist you in observing and commenting on this meeting, please contact the City Clerk, Lauren Berges, at [email protected] or (707) 665- 3622 48 hours in advance to ensure arrangements for accommodation. ###
The Cotati City Council welcomes you to its meetings that are generally scheduled for the 2 nd and 4th Tuesday
of every month. Your interest and participation are encouraged and appreciated.
City Council meeting agendas, minutes and recordings are posted on the City’s Meeting Portal at www.cotaticity.org. For questions about the agenda or to receive the City Council agenda by e-mail, contact the City Clerk at [email protected] or 707-665-3622.
Notice is hereby given that Council may discuss and/or take action on any or all of the items listed on this agenda.
Cotati City Council Agenda February 22, 2022
Any writings or documents provided to a majority of the Cotati City Council regarding any item on this agenda will be made available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, during the City’s posted business hours.
Disabled Accommodation: Upon request, this agenda will be made available in appropriate formats to persons with disabilities as required by Section 202 of the Americans with Disabilities Act of 1990. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should contact the City Clerk at (707) 665-3622 at least 48 hours in advance of the meeting.
Public Comment (Action items): Public comment on any one agenda item where the City Council will be taking some action is limited to no more than three (3) minutes per person. Action items are typically designated on the agenda title.
Public Comment (Non-Action items): Public comment on non- action agenda items shall be received during the designated portion of the agenda. Comments shall be limited to no more than three (3) minutes for all nonaction agenda items.
Waiver Warning: If you challenge decisions/direction of the City Council of the City of Cotati in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Cotati at, or prior to, the public hearing(s).
City Council meetings are conducted according to City Council Policy 2021-01: City Council Rules. This policy available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, during the City’s posted business hours.
Persons wishing to address the Council are not required to identify themselves or complete a speaker card; (Gov’t. Code § 54953.3); however, this information assists the Mayor by ensuring that all persons wishing to address the Council are recognized and it assists the City Clerk in preparing the City Council meeting minutes.
1. CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL
RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED
UNDER THIS AGENDA (ACTION)
A. COTATI CITY COUNCIL - REGULAR MEETING - FEB 8, 2022 6:00 PM B. COTATI CITY COUNCIL - STRATEGIC PLANNING SPECIAL MEETING - FEB 15, 2022 6:00 PM
5. ANNOUNCEMENTS
Cotati City Council Agenda February 22, 2022
A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council will consider the item and citizens are afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish.The City Council may, or may not, choose to respond to comments, as the Government Code allows. However, if the City Council declines to respond, it should not be perceived as giving credence to or agreeing with any statements that the City Council or its members believe are incorrect, misinformed or purposefully biased.
B. Measure S supports police services, a variety of recreation programs for all ages, and the maintenance of our streets, parks, and public buildings. See details on the web at cotaticity.org
C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to sign up with Nixle by downloading the Everbridge app from the IOS or Android app store or by texting your zip code (94931) to 888777.
D. Like always, we love to hear from you, so please feel free to contact the City at 707- 792-4600 or [email protected]. If you have a non-emergency issue after normal business hours, you can contact us at 707-792-4611 and of course if you have an emergency, please contact 9-1-1. Continue to look for updates on the City's website and social media channels available on Facebook, Instagram, Nixle, and Nextdoor.
6. APPROVAL OF FINAL AGENDA (ACTION)
7. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
Any member of the public wishing to speak to the Council on any item(s) listed on the Consent Calendar or any matter(s) not listed on the agenda that are within the subject matter jurisdiction of the Council may do so at this time. Pursuant to the Brown Act, the Council is not allowed to consider issues or take action on any item not listed on the agenda during this period. Pursuant to City Council Policy 2021-01, comments of any member of the public are normally restricted to a total of three (3) minutes in length per person for matters not on the agenda and a total of three (3) minutes per person in length for any and all items on the Consent Calendar. The Mayor may extend the time limit for a reasonable time where a disability accommodation has been requested.
8. CONSENT CALENDAR (ACTION)
9. DIRECTION ON FUTURE AGENDA ITEMS
10. REGULAR AGENDA (ACTION)
A. LETTER OF SUPPORT FOR SCTA 2022 TIRCP APPLICATION
It is recommended that the City Council review the attached template letter and authorize the Mayor by motion to sign on behalf of the City.
Cotati City Council Agenda February 22, 2022
B. SCOPE CHANGE FOR SEWER INFLOW AND INFILTRATION
REDUCTION PROJECT
It is recommended the City Council of the City of Cotati approve by motion revising the scope of services for the Sewer Design Contract with Brelje and Race Consulting Engineers to focus on the replacement of existing undersized sewer pipelines along West Sierra Avenue from Olof Street to Water Road
C. 2 YEAR BUDGET DISCUSSION
It is recommended that the City Council discuss moving to a 2 year budget and provide direction to Staff.
11. CITY MANAGER'S REPORT
12. CITY COUNCIL MEMBER REPORTS
13. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS
14. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. SUPPLEMENTAL INFORMATION RECEIVED AFTER THE AGENDA
WAS POSTED.
It is recommended that the City Council receive supplemental information pertaining to this meeting, and which was received after the agenda was posted.
15. ADJOURNMENT
Certification of Posting of the Notice: I declare under penalty of perjury that I am employed by the City of Cotati and that I posted this notice on the City's website, bulletin boards of City Hall, Veterans' Memorial Building and the SMART Train Depot, on or before February 18, 2022.
/s/ Lauren Berges, City Clerk
MINUTES
JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR
AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY Tuesday February 8, 2022
6:00 PM REGULAR MEETING
1. CALL TO ORDER
2. ROLL CALL
Attendee Name Title Status
Mark Landman Mayor Remote
Susan Harvey Vice Mayor Absent
Laura Sparks Councilmember Remote
Ben Ford Councilmember Remote
John C. Moore Councilmember Remote
Staff present: City Attorney John Bakker, City Manager Damien O’Bid, City Clerk Lauren Berges, Director of Public Works/City Engineer Craig Scott, Director of Administrative Services Angela Courter, Director of Community Development Noah Housh
3. PLEDGE OF ALLEGIANCE
4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL
RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED
UNDER THIS AGENDA (ACTION)
A. COTATI CITY COUNCIL - REGULAR MEETING - JAN 25, 2022 6:00 PM RESULT: ACCEPTED [UNANIMOUS]
MOVER: Ben Ford, Councilmember
SECONDER: Laura Sparks, Councilmember
AYES: Landman, Sparks, Ford, Moore
ABSENT: Harvey
5. ANNOUNCEMENTS
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Minutes Acceptance: Minutes of Feb 8, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes February 8, 2022
A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council will consider the item and citizens are afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish. The City Council may, or may not, choose to respond to comments, as the Government Code allows. However, if the City Council declines to respond, it should not be perceived as giving credence to or agreeing with any statements that the City Council or its members believe are incorrect, misinformed or purposefully biased.
B. Measure S supports police services, a variety of recreation programs for all ages, and the maintenance of our streets, parks, and public buildings. See details on the web at cotaticity.org
C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to sign up with Nixle by downloading the Everbridge app from the IOS or Android app store or by texting your zip code (94931) to 888777.
D. Like always, we love to hear from you, so please feel free to contact the City at 707- 792-4600 or [email protected]. If you have a non-emergency issue after normal business hours, you can contact us at 707-792-4611 and of course if you have an emergency, please contact 9-1-1. Continue to look for updates on the City's website and social media channels available on Facebook, Instagram, Nixle, and Nextdoor.
6. APPROVAL OF FINAL AGENDA (ACTION)
City Manager Damien O'Bid recommends the council move to add the AB 361 Teleconferencing Rules resolution from Information Received After the Agenda to the Consent Calendar items
No public comment
Councilmember Ford moves to add the AB 361 Teleconferencing Rules resolution to the Consent Calendar items, second by Councilmember Moore, Councilmembers Sparks, Ford, Moore, Mayor Landman Ayes; Vice Mayor Harvey absent. Motion passes
7. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
No public comment
8. CONSENT CALENDAR (ACTION)
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Minutes Acceptance: Minutes of Feb 8, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes February 8, 2022
RESULT: ADOPTED [UNANIMOUS]
MOVER: John C. Moore, Councilmember
SECONDER: Ben Ford, Councilmember
AYES: Landman, Sparks, Ford, Moore
ABSENT: Harvey
A. CONSIDER APPROVAL OF A PROFESSIONAL DESIGN AGREEMENT WITH HARRIS AND ASSOCIATES FOR THE DESIGN OF THE 2023
STREET PRESERVATION PROJECT AND APPROPRIATION OF FUNDS
TO THE PROJECT ACCOUNT
ITEMS ADDED TO CONSENT CALENDAR
B. ADOPTION OF A RESOLUTION TO CONTINUE CONDUCTING
COUNCIL, COMMISSION, AND COMMITTEE MEETINGS REMOTELY
DUE TO HEALTH AND SAFETY CONCERNS FOR THE PUBLIC
RESULT: ADOPTED [UNANIMOUS]
MOVER: John C. Moore, Councilmember
SECONDER: Ben Ford, Councilmember
AYES: Landman, Sparks, Ford, Moore
ABSENT: Harvey
9. DIRECTION ON FUTURE AGENDA ITEMS
None
10. REGULAR AGENDA (ACTION)
A. MID-YEAR BUDGET REVIEW FOR FISCAL YEAR 2021-2022
Presentation by Director of Administrative Services Angela Courter No public comment
Councilmembers comment
Councilmembers adopt resolution with amended note that the transfer is for the Quick Strike Project and not for the 116/West Cotati Streets Project
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Minutes Acceptance: Minutes of Feb 8, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes February 8, 2022
RESULT: ADOPTED [UNANIMOUS]
MOVER: John C. Moore, Councilmember
SECONDER: Ben Ford, Councilmember
AYES: Landman, Sparks, Ford, Moore
ABSENT: Harvey
B. NOMINATIONS FOR REGIONAL COMMISSIONS AND COMMITTEES ON
BEHALF OF SONOMA COUNTY MAYORS' AND COUNCILMEMBERS'
ASSOCIATION AND CITY SELECTION COMMITTEE
Presentation by City Manager Damien O'Bid
No public comment
Councilmembers provide direction to Mayor Landman to support Mayor Ozzy Jimenez (Healdsburg) for the Agricultural Preservation & Open Space District Citizens Advisory Committee position. Mayor Landman also allowed the discretion to discuss last minute appointments if needed
C. SCHEDULING THE FEBRUARY 22, 2022 REGULAR CITY COUNCIL MEETING TO BEGIN AT 7:30 PM
Presentation by City Manager O'Bid
No public comment
RESULT: APPROVED [UNANIMOUS]
MOVER: Laura Sparks, Councilmember
SECONDER: Ben Ford, Councilmember
AYES: Landman, Sparks, Ford, Moore
ABSENT: Harvey
11. CITY MANAGER'S REPORT
Report by City Manager Damien O'Bid
12. CITY COUNCIL MEMBER REPORTS
Councilmembers report out on local and regional meetings and events
13. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS
No public comment
14. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. SUPPLEMENTAL INFORMATION RECEIVED AFTER THE AGENDA
WAS POSTED.
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Minutes Acceptance: Minutes of Feb 8, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes February 8, 2022
AB 361 Teleconferencing Rules Moved to Items Added to Consent Calendar
15. ANNOUNCEMENT OF CLOSED SESSION TOPICS/ADJOURNMENT TO
CLOSED SESSION
Mayor Landman announces adjournment to closed session
A. CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION
(CALIFORNIA GOVERNMENT CODE SECTION 54956.9.1(D)) PREBILICH V. CITY OF COTATI, ET AL., CASE NO. 3:21-CV-02380-JD
16. REPORT OUT OF CLOSED SESSION
Mayor Landman announces nothing to report out of closed session
17. ADJOURNMENT
Mayor Landman adjourns the meeting at 7:28 pm
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Minutes Acceptance: Minutes of Feb 8, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL
MINUTES
JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR
AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY Tuesday February 15, 2022
6:00 PM STRATEGIC PLANNING SPECIAL MEETING
I. CALL TO ORDER
Attendee Name Title Status
Mark Landman Mayor Remote
Susan Harvey Vice Mayor Remote
Laura Sparks Councilmember Remote
Ben Ford Councilmember Remote
John C. Moore Councilmember Remote
II. PUBLIC COMMENT
Pursuant to California Government Code section 54954.3(a), members of the public wishing to address the Council/Board may do so at the beginning of the special meeting, and such comments shall be limited to the special meeting topic.
No public comment
III. STUDY SESSION
A. STUDY SESSION ON STRATEGIC PLANNING FOR FISCAL YEAR 2022- 2023
Presentation by City Manager Damien O'Bid
Public comment
Jenny Blaker of Cotati
Neil Hancock of Cotati
Councilmembers comment
IV. ADJOURNMENT
Mayor Landman adjourns the meeting at 8:18 pm
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Minutes Acceptance: Minutes of Feb 15, 2022 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Letter of Support for SCTA 2022 TIRCP Application Date: February 22, 2022
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council review the attached template letter and authorize the Mayor by motion to sign on behalf of the City.
Background
The Sonoma County Transportation Authority (SCTA) is submitting a $25M grant application to the State for the latest round of Transit and Intercity Rail Capital Projects (TIRCP) funds. It is intended to pull together a comprehensive grant proposal with three local bus operators – Sonoma County, Santa Rosa, and Petaluma – as well as SMART, and transit partners to the north, Mendocino Transit Authority.
Analysis/Discussion
The TIRCP program is a perfect fit for the collaborative approach to improving transit in our region. Specifically, SCTA seeks to fund:
• Procurement of 30 zero-emission buses and associated charging infrastructure. • Passenger amenities for Petaluma Transit.
• Construction of the SMART Petaluma North commuter rail station. • Network integration planning and implementation to build on existing integration efforts between Petaluma Transit, Santa Rosa CityBus, Sonoma County Transit, and to improve connections to SMART, the Mendocino Transit Authority, and other transit operators within Sonoma County.
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Together this project will reduce air pollution, GHG emissions, and Vehicle Miles Traveled (VMT) while improving options for mode shift to bus transit and commuter rail. This is essential if we are to meet the goals of SCTA’s 2050 Comprehensive Transportation Plan and our climate goal of carbon neutral by 2030.
Financial Considerations
Not applicable.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
Attachments:
Sample Letter of Support for SCTA 2022 TIRCP Application (DOCX)
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DATE
The Honorable Toks Omishakin
Secretary, California State Transportation Agency
915 Capitol Mall, Suite 350B
Sacramento, CA 95814
Re: 2022 Transit and Intercity Rail Capital Program (TIRCP) Application for the Sonoma Regional Bus and Rail Connectivity Improvements Project
Dear Secretary Omishakin,
_____________________________________ is writing to express our strong support for the Sonoma County Transportation Authority (SCTA) grant application requesting $24.85 million in funding for the Sonoma County Regional Bus and Rail Connectivity Improvements Project. This project is a collaborative partnership between SCTA, Petaluma Transit, Santa Rosa CityBus, Sonoma County Transit, Sonoma Marin Area Rail Transit (SMART), and the Mendocino Transit Authority.
Improved bus transit and passenger rail is an essential component of the future of our transportation network, and this critical investment will benefit communities throughout Sonoma County. The proposed projects will enhance connections for residents and visitors traveling within Sonoma County and connecting to the rest of the Bay Area and to the North Coast.
The proposed projects will bring significant benefits for the Northern California Megaregion:
• Procurement of 30 zero-emission buses and associated charging infrastructure • Passenger amenities for Petaluma Transit
• Construction of the SMART Petaluma North commuter rail station • Network integration planning and implementation to build on existing integration efforts between Petaluma Transit, Santa Rosa CityBus, Sonoma County Transit, and to improve connections to SMART, the Mendocino Transit Authority, and other transit operators within Sonoma County
• Reduced air pollution, GHG emissions, and VMT. Improving options for mode shift to bus transit and commuter rail will be essential to meet the goals of SCTA’s 2050 Comprehensive Transportation Plan.
_______________________________ strongly supports this application for improved passenger rail and bus transit. This project is an important strategy to reduce congestion, improve quality of life, promote transit-oriented development, improve access to equity priority communities, and pursue a comprehensive and more sustainable transportation network for our future.
Thank you for considering the SCTA grant application.
Sincerely,
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Attachment: Sample Letter of Support for SCTA 2022 TIRCP Application (Letter of Support for SCTA 2022 TIRCP) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Scope Change for Sewer Inflow and Infiltration Reduction Project Date: February 22, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati approve by motion revising the scope of services for the Sewer Design Contract with Brelje and Race Consulting Engineers to focus on the replacement of existing undersized sewer pipelines along West Sierra Avenue from Olof Street to Water Road
Background
City staff is requesting City Council authorization to move forward with revised scope of services for a sewer design contract, originally approved on November 9th, 2021. The contract is to design, prepare construction drawings and prepare for bidding a project to repair sewer defects in locations identified by videotaping sewers in the vicinity of the City’s hub. This effort would repair sewers, preventing their failure in the future, upsize as needed to accommodate General Plan growth, and reduce surface water flowing into the sewer and groundwater infiltration into the sewers. During design, the repair locations have been matched up with the City’s planned street paving projects and the repair locations have been reprioritized to be located under streets slated for paving early next year to avoiding digging up newly paved streets.
Analysis/Discussion
Nearly seventy percent of the City’s sewer utility budget is to pay the City of Santa Rosa for treatment of the wastewater. All sewer systems have some amount of rainwater and groundwater that seeps into the pipelines, but this flow takes up valuable sewer pipeline capacity and unnecessarily increases the City’s wastewater treatment bill. This inflow comes in through manholes and through defects in the pipe.
Last year, the City completed video inspections of areas suspected of having high inflow and infiltration. As part of this inspection process, sewer defects were located and described. This information was provided to Brelje and Race Consulting Engineers to design a project to repair the defects. After evaluating alternative repair methods and costs and reviewing the City’s street paving program, City staff has identified West Sierra Avenue sewer replacement as a high
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priority project. The sewer pipeline in West Sierra Avenue is undersized for existing and future flows, has sewer defects, and is entirely within the area to be repaved as part of the City’s Downtown Connectivity and Safety Project (aka Quick Strike). Paving is scheduled for early 2023, and, once paved, is off limits for planned excavations for at least 5 years, but preferably closer to ten years.
Brelje and Race Consulting Engineers has submitted the attached revised scope of services to use the same authorized budget amount to design and bid the project to replace or repair the sewer in West Sierra Avenue extending from Olof Street to Water Road. The intent is to replace the sewer from Olof to Cypress Avenue and potentially do spot repairs of any defects between Cypress Avenue and Water Road, which will reduce the construction cost.
Financial Considerations
The revised scope is to be done within the budget amount authorized by City Council on November 9, 2021. Staff is currently working on an update to the sewer and water rate study, which will include recommendations for construction funding.
Environmental Issues
The Sewer Repairs are Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.
Attachments:
Design Scope of Work (PDF)
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February 15, 2022
Craig Scott
City of Cotati
201 West Sierra Avenue
Cotati, CA. 94931
Subject: City of Cotati, Inflow and Infiltration Services, Amendment 1: West Sierra Avenue Sewer Main Replacement
B&R Project No.: 4656.04
Dear Craig:
The City of Cotati had portions of the sewer collection system video inspected during 2021. Brelje and Race has reviewed the resulting video inspection reports, catalogued the defects, and located the defects on a sewer facilities map and is preparing a Repair Memo which provides recommendations to address the identified defects as well as prioritization and cost estimation for each recommended repair. The design portion of the project has not started. The City has also identified and preliminarily scheduled road repair or reconstruction projects. Rehabilitation of West Sierra Avenue is scheduled to be constructed in spring of 2023. The sewer main in West Sierra Avenue has documented defects and requires upsizing according to the City’s sewer master plan. The recommendation for this portion of the system is therefore to replace the sewer. The sewer replacement in West Sierra Avenue has been prioritized over the other repairs/replacements because of the road reconstruction project.
Per the City’s request we have reviewed the budget, effort expended to date for the currently contracted project, and anticipated design fees for the proposed replacement project. Provision of the design phase services for the West Sierra Avenue sewer replacement can be accomplished by amending the scope of the existing contract to exclude the preparation of the repair project construction documents and instead include the design scope below and as shown on the attached Amendment 1 Engineering Services and Workhour Estimate.
It is understood the West Sierra Avenue Sewer Replacement project includes replacement of approximately 2,000 lineal feet of sewer main (from Water Road to Olof Street), including seven manholes and approximately seventeen laterals. It is understood the new main and manholes would be installed at the same alignment and locations as the existing and the laterals are to be replaced to the back side of the sidewalk or edge of the right of way. The estimated construction cost for the pipeline replacement project is $1,160,000.
In addition to producing the Repair Memo, Brelje and Race proposes to provide all required engineering services for the replacement of the sewer main in West Sierra Avenue from preliminary design through receipt of bids. We propose to produce a set of construction documents consisting of a project manual with improvement plans consisting of nine sheets having the titles shown on the enclosed Amendment 1 Engineering Service Workhour Estimate. Base mapping for the project will be developed from a design survey that will be conducted after the utilities are marked, and any record
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Attachment: Design Scope of Work (Amendment to B&R Sewer PSA) Craig Scott
February 15, 2022
plans the City is able to provide for the roadway segment and utilities located therein or nearby. A set of construction documents (95% completion level) will be submitted to the City for review. The submittal will consist of a generally complete set of improvement plans and project manual. A review meeting (by phone) will be conducted with City staff and agreed upon changes/comments incorporated into the final documents.
Bid phase services to be provided will consist of preparing the Notice to Bidders for placement in a local newspaper and assistance with addenda preparation. All other bid phase activities will be accomplished by the City Staff.
Construction phase services are not included in the proposed scope and can be added by amendment should that be desired.
Services for which the City would be responsible include locating existing sewer and water facilities including laterals, potholing existing sewer mains to confirm piping material and backfill types, furnishing record drawings of the existing facilities, construction document reviews, any required legal services, placement and payment of the bid advertisement, and bid document distribution.
The enclosed Amendment 1 Engineering Service Workhour Estimate shows our fee estimate for the above amended scope of services. The requested budget for the amended scope of services including Repair Memo services, and the design and bid phase services remains unchanged at $157,000 (current contract value). The budget for the Repair Memo phase services includes a 10% contingency, and the budget for the design and bid phase services includes a 15% contingency. The manpower rates utilized to establish the budget are those currently in effect. The additional 5% contingency for the design and bid phase services is to cover an anticipated rate increase that will become effective March 1, 2022.
Please don’t hesitate to contact me should there be any questions regarding this amendment proposal.
Very truly yours,
BRELJE & RACE Amendment Accepted City of Cotati.
Brent Beazor By: Date:
Vice President Title:
Enclosure Workhour Estimate
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Attachment: Design Scope of Work (Amendment to B&R Sewer PSA)
PHASE TASK DESCRIPTION
Associate
Principal
Associate Engineering
Technician
CAD
Technician
Senior
Surveyor
Survey
Technician
Survey Crew Technical
Writer
Subconsultant ($)
Repair Memo 1.01 Kickoff Meeting 3 2
1.02 Site Review 3 31.03 Base Mapping 4 10 20 641.04 Preliminary repair memo 24 50 120 Subtotal 34 65 140 64 0 0 0 0 0
Total Hours 34 65 140 64 0 0 0 0 N/A
Hourly Rate $215 $205 $150 $140 $175 $150 $265 $110 N/A Subtotal Cost $7,310 $13,325 $21,000 $8,960 $0 $0 $0 $0 $0 Repair Memo Subtotal $51,000
CONTINGENCY $5,100
REPRO & PLOT $900
$57,000
1.01 Kickoff Meeting 4 4 21.02 Site Review 4 4 121.03 Base Mapping 1 4 40 40 4 4 24 Subtotal 9 12 54 40 4 4 24 0 $0
95% Submittal Drawings
2.01 Cover 1 1 1 2
2.02 Notes and Abbreviations 1 1 1 4
2.03 Plan/Profile 1 4 8 8
2.04 Plan/Profile 1 4 8 8
2.05 Plan/Profile 1 4 8 8
2.06 Plan/Profile 1 4 8 8
2.07 Plan/Profile 1 4 8 8
2.08 Plan/Profile 1 4 8 8
2.09 Construction Details 1 4 16 8
2.10 Specifications 8 32 8
Subtotal 17 62 66 62 0 0 0 8 $0
Sewer Collection System Repairs
AMENDMENT 1 - ENGINEERING SERVICES WORK HOUR ESTIMATE and COST TABULATION Revised 2/11/2022
City of Cotati
WORKHOURS
Design Phase Services
Sewer
Replacement
Preparation
Total Desgn Phase Services
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Attachment: Design Scope of Work (Amendment to B&R Sewer PSA)
PHASE TASK DESCRIPTION
Associate
Principal
Associate Engineering
Technician
CAD
Technician
Senior
Surveyor
Survey
Technician
Survey Crew Technical
Writer
Subconsultant ($)
Sewer Collection System Repairs
AMENDMENT 1 - ENGINEERING SERVICES WORK HOUR ESTIMATE and COST TABULATION Revised 2/11/2022
City of Cotati
WORKHOURS
Design Phase Services
Drawings
3.01 Cover 1 1 1
3.02 Notes and Abbreviations 1 1 1 1
3.03 Plan/Profile 1 1 4 2
3.04 Plan/Profile 1 1 4 2
3.05 Plan/Profile 1 1 4 2
3.06 Plan/Profile 1 1 4 2
3.07 Plan/Profile 1 1 4 2
3.08 Plan/Profile 1 1 4 2
3.09 Construction Details 1 2 4 4
3.10 Specifications 8 16 4
Subtotal 16 26 30 18 0 0 0 4 $0
4.01 Bid Advertisement 12 24.02 General Bid Process 24.03 Prebid Conference 44.04 Addenda Preparation and Processing 6 3 3
4.05 Contract Award/Preparation/Processing 4 44.06 General Administration 2 Subtotal 12 18 0 3 0 0 0 9 $0
Total Hours 54 118 150 123 4 4 24 21 N/A
Hourly Rate $215 $205 $150 $140 $175 $150 $265 $110 N/A Subtotal Cost $11,610 $24,190 $22,500 $17,220 $700 $600 $6,360 $2,310 $0 Design Phase Services Subtotal $86,000
CONTINGENCY $12,900
REPRO & PLOT $1,100
$100,000$157,000
Construction DocumentsBid Phase Services
Total Desgn Phase Services
Total
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Attachment: Design Scope of Work (Amendment to B&R Sewer PSA) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: 2 Year Budget Discussion
Date: February 22, 2022
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council discuss moving to a 2 year budget and provide direction to Staff.
Background
At the strategic planning meeting on February 15, 2022, the City Council had a preliminary discussion about moving to a 2-year budget and indicated conceptual support for the concept.
Analysis/Discussion
Governments at state, regional and local levels use multi-year budgets. In Sonoma County, the Town of Windsor and City of Healdsburg use 2-year budgets. Considerations • Two, one-year budgets with quarterly financial updates. • Year-end update and adjustments (or as needed).
• Complemented by a rolling 5-year forecast.
• More efficient use of time to develop & publish budget, which can be spent on strategic goals.
• Encourages multi-year planning to achieve strategic goals and encourages greater stability and focus on goals.
• Important to clearly define strategic goals and projects to achieve those goals. • Important in any budget to avoid “mission creep” and divert resources from achieving multi-year strategic goals.
For Cotati, the recommended process for a 2-year budget would include the existing Strategic Planning meeting, followed by the existing series of at least two budget study workshops, a separate capital improvement plan approval, and budget adoption. During the two-year cycle,
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the process would including quarterly updates to the City Council, and scheduled review and adjustment of appropriations as needed prior to the new fiscal year. As is the current practice, if there are needs that require more immediate appropriations outside of this cycle, it would come forward as a separate item.
If the City Council desires to move forward with an initial 2-year budget, staff would begin work on the budget immediately and discuss it with the City Council and community at the upcoming Budget Study Workshops.
Financial Considerations
The creation of a multi-year budget is expected to save staff time over the budget cycle. In particular, creation of a full budget document takes significant time.
Generally, it is well known at budget time what capital projects are expected, and reasonable projections can be made of operating revenues and expenses. “New” work is typically ordinances, resolutions, or other community efforts in response to something in the community that was not anticipated. In some cases, this could require new contract work, but generally requires allocation of unplanned staff time. Depending on the time sensitivity of such work, it would be managed in the manner recently agreed upon by the City Council if new priorities come up. If new contract spending is necessary, this could be added as a new appropriation when the City Council agrees to proceed with the work.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
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Cotati City Council
Agenda Staff Report
Item type: INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED To: City Council
Subject: Supplemental information received after the agenda was posted.
Date: February 22, 2022
Written by: Lauren Berges, City Clerk
Recommendation
It is recommended that the City Council receive supplemental information pertaining to this meeting, and which was received after the agenda was posted.
Any supplemental information or written communication pertaining to this meeting which was received after the agenda was posted, is attached.
Pursuant to City Council Policy 2021-01: City Council Rules section IV A., written Communications, interested persons or their authorized representative may address the Council by written communication on any matters concerning the City’s business, or any matters over which the Council has control.
1. To be considered for inclusion in the agenda packet, such written communication shall be delivered to the City Clerk no later than 11:00 a.m. of the Wednesday the week preceding the regular Council meeting for which such written communication is intended.
2. If received after the above date and time, but no later than noon the day before the meeting, written communications received by the City Clerk shall be posted on the website by the end of that day and notification provided to the electronic Agenda mailing list by the end of the day. All written communications received by the City Clerk by 5 pm on the City Council meeting day shall be made available to the City Council and public at the City Council meeting.
City Council Policy 2017-02 is available at the online meeting portal at www.cotaticity.org or by request from the City Clerk at 707-665-3622 or [email protected].
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